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2009-03-05 Regular Meeting RE El ED I LOCAL EMERGENCY PLANNING COMMIT E VAY 2 1 QUARTERLY MEEING MARCH 5, 2009 MINUTES L__ ___' BORC W1 I CLEWS OCS CALL TO ORDER Duane Dvorak called to order the March 5, 2009 LEPC Quarterly Meeting at 1:30 p.m. in the p Kodiak Island Borough Assembly Chambers. ROLL CALL Present: LCDR Deborah Darminio (LEPC/USCG-ISC, Kodiak) Bud Cassidy (KIB) Elsa DeHart(Public Health Nursing) Ann Ellingson (Public Health) Kerry Felton (Kodiak Island Search & Rescue-Alt.) Mike Gardener(DEC/Envir. Health) Bob Himes (Bayside FD/LEPC/First Aid) Rick Gifford (KIB/ESC) TC Kamai (LEPC/Law Enforcement) Rome Kamai (LEPC/Firefighting) Sally Magnuson (American Red Cross) Darsha Spalinger(LEPC/Health) Ruth-Anne O'Gorman (Public Health) Gayle Solesbee(LEPC/Health) Terry Stone(KANA) Tom Trosvig(LEPC/transportation) Stacey Studebaker(LEPC/Local Environmental) Bob Tucker(KIB) John Zbitnoff(AADC/Director Operations KLC) Lon White(City Harbor Jay Calkins (MSD Kodiak USCG) Paul Van Dyke (KIB) Ferry Troshynski (Alaska Div. Public Health) Jimmy Ng(Colsa Corp/MDA) Jocene Warnecke (PKICC) Michael Morton (AADC-Director Health, Safety&Training) APPROVAL OF THE AGENDA Dvorak requested to move item V h up to V a because there was a letter submitted by email about Hydrazine propellant and it's in your packet and since then we have received additional information. We have representatives from the AADC Kodiak Launch Complex to give a presentation on that. Bob Himes MOVED TO APPROVE the amended agenda. Voice vote on motion CARRIED unanimously. MINUTES OF PREVIOUS MEETINGS TC Kamai MOVED TO APPROVE the minutes. Voice vote on motion CARRIED unanimously. INTRODUCTIONS Dvorak introduced Rome Kamai as the new Emergency Services Coordinator and is 2"d in line from the Emergency Services Director, Linda Freed, who is due to retire in April so there will be some changes with regard to our Emergency Preparedness Incident Management Team structure. Rome will be working with us on some new plans, establishing training records, and he'll be participating in these LEPC meetings. The new Regional Nursing Manager from the Department of Public Health, Jerry Troshynski, who is visiting was also introduced. r r 1 INFORMATIONAL ITEMS F h f Hydrazine Propellant at KLC-Letter (Stacy Studebaker Use o P � Y ) Michael Morton, Diector of Health, Safety & Training at the Kodiak Launch Complex gave a .`. """.... video presentation. He stated that Hydrazine is used to power spacecraft thrusters and is most commonly used for most satellites. It is corrosive and reactive that is safe when properly handled. The Kodiak Launch Complex has a history of safe use and its use is overseen by AADC staff trained by NASA in Hydrazine handling. Hydrazine use at KLC has been analyzed in several National Environmental Policy Act processes, including the one prepared by FAA in support of the decision to license KLC and all have concluded in Findings of no significant impact. KLC has a detailed hydrazine spill response plan modeled on best industrial practices that acknowledge OSHA exposure and EPA reporting limits. Sal Cuccarese (teleconference) stated the (inaudible) operations at KLC has been analyzed by a number of National Environmental Policy Act processes; there have been 5 complete environmental assessments and 1 in preparation. An environmental assessment may be performed in advance of a decision to perform an environmental impact statement. If the environmental assessment concludes that the finding of no significant impact then an environmental impact statement is not necessary. All of those analyses have concluded with findings of no significant impacts and it's important to understand these actions are Federal decisions. We are informed of them as they come about. Findings of no significant impact are supported by the results of the regulatory agency monitoring studies that are required as part of our license and the results of the 14 completed studies done to date done by independent organizations have shown no adverse affects to the environment. Morton stated the Air Force recognizes the risks of transporting Hydrazine and has taken many precautions over the years to enhance the safety of the shipments. These precautions have proven to be effective; there hasn't been any accident or incident resulting in the loss of liquid product on public highways in more than 30 years. The Air Force contracts with only long established commercial motor carriers who have excellent industry proven safety standards and they also require their contractor to have the highest standards in trailer maintenance and inspection. Hydrazine will be transported to Kodiak by air or sea and will be in USDOT certified (inaudible) containers that have been crash tested in simulated aircraft accidents. We have approximately 65 lbs. for the first launch and 125 lbs. for the next launch. That is about 8 gallons and about 16 gallons you would see in volume. Stacy Studebaker asked who the independent organizations are that's doing the monitoring. Cuccarese stated RNM Consultants in Anchorage with support from ABR in Fairbanks and Michael Myers and Associates in Portland, Oregon.RNM has a 40 or maybe longer history here in Alaska. Alaska has an excellent reputation with the regulatory agencies. The results of all our environmental monitoring studies are deposited in the A. Holmes Johnson Memorial Library and are available on our website. The last one might not have been posted yet as we are in the process of redesigning or modifying our website. The University of Alaska Anchorage did the first 8 or 9 environmental studies. Morton provided everyone with a handout that has a little information about Hydrazine. a) Adopted Pandemic Influenza Annex to the Kodiak Area EOP(Duane Dvorak) Dvorak said he didn't include this in the packet because if you're a plan holder you will want to insert it into your Emergency Operations Plan. It was adopted on January 15`x'by the Emergency 2 Services Council with some minor amendments based on the feedback received He appreciates the feedback he received from the public health nurses and other interested folks. b) LEPC/SERC Meetings Report—January 2009 (Duane Dvorak) Dvorak stated he attended the LEPC/SERC meeting in Juneau in January. We received a certificate of recognition for our work in Hazard Mitigation planning and projects all having to do with the seismic safety of our school buildings making all of our multiple jurisdictions in the borough eligible for future FEMA grants and State Hazard Mitigation project grants. It involved a lot of different borough staff and community members. We got a lot accomplished in a short time. We also got some training while we were there. One thing discussed was the Continuity of Operations Planning which is something we are talking about doing here in the next 6 months or so. Rome and I will be talking about that later. Rome will be getting some training in May and Dvorak received some training on Continuity of Operations last fall, and 2 other city staff people-TC Kamai and Barb Volpe have also had this training. It was kind of train the trainer thing. These will be our core trainers that will help us spread the word on what is Continuity of Operations and help other municipalities and agencies in the community come up with their own Continuity of Operations Plans. It is basically what do you do when your place of operation becomes destroyed, where do you reconstitute, what do you do when half your people are out due to Pandemic Influenza or injury due to disaster, and that type of thing. It is a critical need in Alaska because we are so vulnerable to so many kinds of disasters. Dvorak said another highlight of the training was talking about special needs individuals in your community. By the definition that was given in the training at any given time about 80% of the community probably qualifies as special needs. Special needs by this definition aren't just people with a developmental disability and it's not just senior citizens. It is people that need eyeglasses to get around, it is people who are dependent upon daily prescriptions, and it is people who for any reason lose their supply chain in a disaster and they have daily critical needs that relate to health, safety, and welfare can qualify as special needs population. That is another area we will be looking at. c) Northern Edge Exercise—Spring FY 2010 (Duane Dvorak) Dvorak said one of the things talked about in January at the LEPCISERC meeting was the Northern Edge Exercise. The State has a major exercise, he believes, every year but every other year it's kind of tied in to the Department of Defense but they call it something else. The Northern Edge is strictly a State run, Statewide exercise that if communities wish to participate they simulate a statewide or regional disaster scenario and we basically would stand up our resources, our emergency management team, some of our resources would roll, we would simulate at a very realistic level response to a disaster. This is proposed for the March/April timeframe in 20I0. For these major exercises it takes about a year to get ready. The State folks that are building this scenario up are waiting to see what communities wish to participate and then they will build a scenario to meet the needs of those communities. They want to exercise on a seismic event and with a special needs component to that. Since 9-11 so many exercise resources have been focused on terrorist events. This kind of gets us back to the all hazards scenario that we've been focused on in the past but also one that is really again a vital interest to us. We are very vulnerable to earthquakes and tsunamis and all that comes with it. He would like to recommend our community get involved with it. If we decide to participate in this that would include some training for us, usually as they develop a scenario and figuring out which communities will be directly involved with that, they will offer training to those communities participating. We would get the experience and the testing of our resources and our personnel but we also get the opportunity to get free training. 3 Deborah Darminio asked if this is the same one that the military does because it is a huge exercise. Dvorak said he doesn't think this is the same one. They do an exercise every year but it's only every other year that it has the DOD component involvement, as he understands it. They have a different name every year. Darminio said Northern Edge has been around a long time. (inaudible) Dvorak said we haven't really had an earthquake/tsunami type scenario that we've exercised on a community wide scale in a long rime. It seemed like a good fit for this community. It's important for people to start thinking about it now if there is interest in the community and we need to express that soon so we can get the full benefit of the training opportunities that comes with it. Stacy Studebaker stated that Gary Carver just published a pretty pertinent paper about the earthquake faults and faulting on this side of the island, particularly Narrow Cape. It was published in a major geological journal. It would be a good idea to get a copy to look at. Bob Tucker said it is probably perfect timing for us since we just went through and did all the seismic upgrades. It's one thing to have the buildings ready, but it's another thing to have all the staff ready for an event like that. Deborah Darminio stated (inaudible) they usually hire contractors or fund it through Homeland Security for different exercises. People will design a scenario, they will come in and we will exercise our EOC. It involves people and knowing how our area operates. It is an excellent opportunity not only for the training but also for the economics because it brings in a lot of people. Rick Gifford said as the borough manager he would recommend we do it, and maybe the new EOC will be open by then for us to test it. Chief Calkins stated that Northern Edge is scheduled for June 15th and 26th this year. d) Discussion of Training Questionnaire (Rome Kamai) Rome Kamai stated one of his responsibilities as coordinator after looking at the Emergency Operations Plan under Administration and Plan Management, we are required as the Emergency folks to do certain drills at certain times of the year with one being to do a management team call out on a monthly basis. Recently, when Mt. Redoubt was burping bad enough it looked like an eruption was eminent both the Coast Guard and City of Kodiak kind of ramped up and we had PCAP, the dispatch center exercise the call out list to see where folks are. Part of the plan is to do an unannounced monthly management team callout. Another thing is to do a quarterly emergency operations center mobilization, and that is something we normally don't do so he will be getting that going where we actually mobilize, the IMT actually come to the Emergency Operation Center on some sort of periodic basis and have some exercises. There is material available on each person's position on the Incident Management Team that they occupy that gives objectives you can do that you can be evaluated by someone who is in the position to evaluate. Another thing is the annual tabletop exercise; it's been sometime since we have done a tabletop exercise so maybe this will tie in with the 2010 exercises. From the questionnaires that he got back, there are some folks that are interested in helping with getting a training committee together to help folks that are in positions of responsibility on the management team that don't have a lot of experience with incident command or NMS. He has been rating the National Response framework and that offers a whole lot of information on what folks in certain positions, what their background should be or what their training should be. It spells out a training plan and it really starts with the basic incident command level 100 which is real basic 4 and then moves to the 200 and so on. The basis is the 700 and 800 so the introduction to the National Response Plan which has been updated aver experiencing Hurricane Katrina. If you took the IS700 in the past it is completely different today. You can get it online or you can have someone instruct it for you. There are a lot of people in this room that are qualified based on the basic fundamental training background. Anyone interested on getting on a team with him to email him or discuss it after this meeting. Darminio stated that the IS700 and 800 are required in the Coast Guard. e) March 25, 2009 Statewide Tsunami Awareness campaign (Rome Kamai) Kamai stated the State of Alaska, Department of Homeland Security, and Emergency Management is planning March 25th Tsunami Awareness week. On March 25th they will do a statewide activation at 9:45 a.m. that is in conjunction with the 45th anniversary of the I964 earthquake. It will be on the same day as we test our tsunami siren so there will be multiple alarms that day. Locally Kamai will work with his departmental PIO to put out some information to educate the public on this. It's a great opportunity to exercise our internal policies such as a call back to try to bring our off duty folks in, move our vehicles out, and just some internal policies. Some of the recommendations for you would be to practice duck, cover, and hold drills or tsunami evacuations or any kind of emergency preparedness activities that you already have internal to your department. We aren't planning a big local drill because he just got this February 18th so we haven't had a lot of time to plan. He encouraged everyone to practice some of the things they have internal. fl Updating the IMT Call Out List in the Kodiak Area EOP (Rome Kamai) Kamai stated people are getting ready to move on, positions have changed, and people have taken on new jobs so the Incident Management Team call out list has probably changed and needs to be updated. Duane Dvorak and he are going to work on getting the list updated making sure there is a good reach back number. PSAP exercise about 3 weeks ago and they had some issues to overcome but they worked through it so it would be a good time to update the list. If you leave the island and you are the Logistics Planning Chief who will take over for you in the event we have to activate the Emergency Operations Center. We need to have a backup on the list. Dvorak said this ties back to what Kamai is trying to do with the training and trying to figure out who has the training and qualifications to fill certain positions on the Incident Management Team and as far as positions on the team, that is primarily of interest to city and borough staff who will be forming the Incident Management Team but is also of interest to any agency or organization who is a plan holder because when it comes to sheltering or medical services, if you are a plan holder and need to call someone in operations or logistics to find out what is going on and you're looking at the list, and that person isn't going to be the one answering the phones, it will make a difference in how well we respond as a community and how well we mesh and that's why it's critically important. This should be done every year. The list will go to all the plan holders once completed. The plan is on the city website and will be on the borough website and will be public information. g) PHIMC Emergency Capabilities (Marge DeGreet) Dr. Steve Smith said DeGreef couldn't be here today. Smith said we are working on our alternate evacuation site and that they are not designated as trauma level registry. A level one trauma center has in-house surgeons and anesthesia. 5 PRESENTATION a) Taking comments on Change #1 to the Kodiak Subarea Contingency Plan (Dale Gardner, ADEC) Dale Gardner stated the government planning for oil and hazmat spills and releases in Alaska we do jointly with the Coast Guard and EPA with an overall regional plan that satisfies both the federal requirements and State Master Plan requirements and then the State is divided into 10 sub areas, one being Kodiak. We are updating the Kodiak Sub Area Contingency Plan which came out in 1998. We've made the first major revision to it and it is open for public review for comments, questions,deletions or whatever you might want to recommend for the plan. It will be open for another 3 plus weeks. The plans are available on the State website or he has some CD's if anyone wants one. Gardner stated that we have updated potential places of refuge, where response equipment is, phone numbers, contact numbers and the like, some sensitive areas information, and there's also a whole Hazmat section and we need any updates on that. The biggest additions are more Geographic Response Strategies which are areas that different resource agencies, like Fish & Wildlife, identify as areas that they most would like to see protected and also ones identified by each of the communities on the island and we took a list and narrowed it down to what the finding would cover and made these plans that cover how to protect these areas in case there is a spill. In Prince William Sound we have been able to test some of these response strategies but here there isn't the funding to do so. We try to tie it in with industry when we do a spill response drill and have deployment of equipment. The other section added is potential places of refuge and that's where you would take a stricken vessel in an emergency; what harbors are there and what facilities are there, where is it deep enough to get in but not too deep to drop an anchor. Stacey Studebaker asked that now Hydrazine will be coming to Kodiak will you or ADEC be coordinating or overseeing that? Gardner stated he doesn't know where it fits because it comes more under Federal requirements and it's transportation and under most laws they exempted all materials for transport, there is no reporting to LEPC's for transport. It is reaching threshold quantities for reporting for what they are storing at the launch facility. As long as they aren't storing it they don't have to report it, and as far as he knows it doesn't come under ACEC's purview. It would if there was a release but not as far as regulating it. Studebaker asked if there are other agencies involved with the transport of it to oversee it. Gardner said we deal with spills but we don't regulate the transportation of it. COMMUNICATIONS a) Next LEPCA/SERC Meeting — May 2009 in Anchorage is cancelled. The SERC will meet telephonically to discuss moving from three meetings a year to two meetings a year. Next meeting is projected to be September 2009 in Anchorage,with specific dates TBD. Dvorak said the next LEPCA/SERC meeting scheduled for May has been cancelled. With current budget cuts it looks like they will probably go to two meetings a year. The next meeting is scheduled to be in September but he knows they spent quite a bit of money and time expanding these LEPCISERC meetings to include a larger training component because they are giving training to people from all around the state in these LEPC's in many rural communities trying to build capabilities. It hasn't been decided yet, the SERC will meet in the main time frame to have a teleconference and make a decision. He was told that there really is some budgetary constraints that they are dealing with. 6 Dvorak said there are a couple more communication items not on the agenda. He wanted to thank Deborah Darminio for the ashfall handouts. It was mentioned that Mt. Redoubt has been active and even though there is only a slight chance that we'll get dusted it still could have a big impact on the community by disrupting air traffic and other things. The pamphlets could be invaluable of how people can prepare and protect their loved ones. Dvorak also mentioned the vacant seats open on LEPC are the transportation seat and seafood processor seat. Anyone in the ESO or if you know someone in the community that is in one of those areas of expertise that wants to participate in the Local Emergency Planning Committee have them give us a call, we have the application form. On the LEPC you have to be appointed by the SERC. We take the applications and send them to Juneau, and they send them at the next SERC meeting. We want to keep people involved. Stacey Studebaker said the 20"' anniversary of the Exxon Valdez oil spill is coming up March 20 and a number of local groups and agencies are bringing speakers in to educate the public on the long term effects of an oil spill. Two of the speakers will be speaking on March 20`h. ADJOURNMENT TC Kamai MOVED TO ADJOURN. The meeting was adjourned at 2:30 p.m. By: Rome Kamai, Acting Chair Approved: June 4, 2009 7'